Importing room-hire invoices into Xero

The short version

SuiteBook’s demo can produce a CSV of the month’s finalised tax invoices in Xero’s sales-invoice import layout. It does not connect to Xero. A direct connection is planned, but it is not built yet. Until then, the CSV is the bridge, and your bookkeeper imports it using Xero’s own import screen.

This guide covers how Xero’s import works, what a sessional invoice looks like once it is in that layout, and what to settle with your bookkeeper before the first import. It is general information. Check every detail against Xero’s own help for your organisation.

What Xero says about importing invoices

Invoices are imported as drafts, which you can approve straight away or edit first.
Download Xero’s template from Sales, Invoices, Import. Do not delete columns or change column headings.
The only required columns are ContactName and InvoiceNumber. Other fields can be left blank and completed in Xero afterwards.
AccountCode, TaxType, TrackingName, TrackingOption, Currency and BrandingTheme must match values exactly as they appear in Xero, or the information will not be imported.
Each row is one invoice line. Use the same invoice number on each row of a multi-line invoice.
Each invoice number must be unique. If a number already exists in Xero, that invoice is not imported.
Dates use the format DD/MM/YYYY.
Amounts can include or exclude tax, but a single file cannot mix both. You confirm which when you import.
If a ContactName matches an existing contact exactly, no duplicate contact is created.
Xero recommends importing no more than 500 items in a single file.

Xero Central: import customer invoices

How a room-hire invoice maps to the columns

A sessional invoice has several lines: the sessions in each room, any percentage fee, and shared costs. Each becomes one row, and the rows share the invoice number. In the demo, the export fills these fields:

ContactName: The specialist’s billing entity, as it appears in Xero
InvoiceNumber: The SuiteBook invoice number
InvoiceDate and DueDate: The issue and due dates, as DD/MM/YYYY
Description: One line per session charge, fee or shared cost
Quantity and UnitAmount: Sessions or units, and the price per unit
AccountCode and TaxType: Placeholders in the demo. Set them with your bookkeeper
Currency: AUD

*ContactName,*InvoiceNumber,*InvoiceDate,Description,*UnitAmount,*TaxType
Hartwell Cardiology Pty Ltd,INV-1041,31/10/2026,Consult 1 sessions,320.00,GST on Income
R Mehra Medical Services Pty Ltd,INV-1042,31/10/2026,Consult 2 sessions,180.00,GST on Income

Fictional demo data, shortened to a few columns. The account code and tax type in the demo are placeholders. Always compare the headings with the template you download from your own Xero organisation.

Settle these with your bookkeeper first

Which account code your room-hire income goes to, and the exact tax rate name for GST on income in your tax settings.
Whether amounts will be imported tax exclusive or tax inclusive.
That each specialist’s contact name in the file matches the contact in Xero exactly.
How invoice numbers will stay unique, including if you ever re-export a month.
Who approves the imported drafts, and when.
How you will reconcile payments once the invoices are approved.

Start with a small file, a single invoice, and check how it lands before you import a whole month.

Where SuiteBook fits

SuiteBook issues each specialist’s GST tax invoice and produces the CSV. It does not choose your account codes, decide how GST should be treated, or post anything to Xero. See Xero export for what the demo does today and what is planned, and the tax invoice guide for what the invoice itself should show.

Importing room-hire invoices into Xero.